Published here
Standard privacy, DPA, DPIA support, parent and pupil notices, images, AI and Well helper, SEND Tracker, subject access, exit, safeguarding limits, cookies, breach process, and accessibility. No login. Always the current version.
For school DPOs and leaders
School documents
This is the public pack your DPO, SBM, and governors can review before you buy — and bookmark after go-live. Version 2026-08-29.
This pack describes how Five Wells Education designs and operates the platform so schools can complete their own due diligence. It is not legal advice. The school remains the data controller for pupil and staff data it places in the product. A solicitor or DPO should review processing before go-live.
In the staff app
School administrators: School settings → Trust pack lists the same links so SENCOs are not hunting through email.
Email only for
Your school’s price quote, a countersigned DPA with your legal name, and incident reports. Never email pupil lists as “the DPIA pack”.
- Headteachers, SBMs, DPOs, governorsHow schools should use this packWhat is published, what stays private, and when email is appropriate.Open →
- DPOsWho is controller and who is processorUK GDPR roles for pupil data, staff accounts, and the public website.Open →
- Staff, DPOs, and (via the school’s own notice) parentsPrivacy noticeWhat personal data the platform processes and why, including roster, SEND, and optional AI features.Open →
- SBMs, clerks, DPOs, MAT procurementData processing terms (Article 28)Standard processor terms schools can attach to a purchase order or countersign.Open →
- DPOs and SENCOs completing an ICO-style DPIADPIA support packA screening and processing description schools can attach to their own Data Protection Impact Assessment.Open →
- DPOsSub-processor registerOrganisations that may process school data to run Five Wells.Open →
- DPOs, IT leads, MAT CISOsSecurity measures (TOMs)Technical and organisational measures for school due diligence.Open →
- DPOs and SBMsRetention and deletionHow long data stays, and how schools get it out.Open →
- DPOs, SENCOs, curriculum leadsAI processing noticeWhen staff text is sent to Google Gemini, and how to keep it proportionate.Open →
- SENCOs and DPOsSEND Progress Tracker — data noteEHCP excerpts, IEP records, voice evidence, and review packs.Open →
- IT leads and DPOsCookies and local storageHow the site and app remember a session.Open →
- DPOs and headteachersPersonal data breach processHow Five Wells notifies a school and what the school should do.Open →
- SENCOs, IT, and public-sector accessibility leadsAccessibility statementCommitment for public-sector buyers and how to raise an issue.Open →
- Pupils (with a teacher or parent), SENCOs, DPOsPrivacy notice for pupils (child-friendly)Plain-language explanation of what Five Wells keeps and who can see it, for reading with a teacher or parent.Open →
- SBMs, DPOs, headteachersParent and carer privacy notice — school templateCopy-and-adapt wording for the school website or welcome pack, naming Five Wells as a processor.Open →
- DPOs, SENCOs, office staff taking photo consentImages and pupil workHow photos, certificates, Journey making-proof, and corridor signage are stored and who can see them.Open →
- DSL/safeguarding leads, DPOs, computing leadsPupil Well helper — online safetyOptional labelled AI helper for pupils: what it is for, what it must not do, and KCSIE-style limits.Open →
- Teachers, SENCOs, school administratorsStaff acceptable use of AI in Five WellsRules of thumb for lesson planner, SEND drafts, and any pupil helper — so staff do not paste the wrong material.Open →
- Pastoral leads, DPOs, DSLsWellbeing pulse and peer nominationsOptional pastoral check-ins and pupil nominations — not a behaviour record and not a mental-health file.Open →
- DPOs, office staff, SENCOsSubject access and deletion playbookWhat school staff should do when a parent or pupil asks what Five Wells holds, or asks for erasure.Open →
- SBMs, DPOs, MAT procurementExit, export, and deletionHow a school takes its data out at the end of a licence and what Five Wells deletes.Open →
- DSLs, headteachers, SENCOsSafeguarding — what this product is notFive Wells is not a safeguarding case system. How staff should treat credits, IEPs, photos, and the pupil helper.Open →
Field-level roster inventory: School roster data notice.